Document Management.

 

Our Document Management Team would love to explore how we can help your business overcome current challenges and see what cost and efficiency savings can be made.

 

Outbound Mail Services

If your business is sending a daily quantity of mail you can save money by outsourcing this part of your operation to us. Employing post room staff and leasing/purchasing equipment gets expensive pretty quickly and the only way to scale up is to employ more staff and acquire more equipment

Let’s be frank

If you’re using a franking machine, you’re paying too much for postage. RNB Group mails hundreds of thousands of letters per day and benefits from cheaper postage rates as a result.

Get more efficient and more profitable

Outsourcing your daily mail to RNB Group will free up your staff up to do their day job; instead of inefficiently stuffing envelopes, they can be on the phone winning more business and generating more profit.

Fully scalable

We can staff up to suit your needs and our printing and enclosing capacity means we can always fulfil your daily mail volume.

How does the Outbound Mail Process work?

RETRIEVAL

We retrieve your data or documents via SFTP transfer or a direct API link to you CRM software. Confirmation reports are sent via email.

PROCESS

Your documents are processed through our automation software and prepared for printing according to your specified requirements.

PRINTING

The documents are printed onto plain paper or by intelligently selecting the correct pre-printed stationery such as letterheads or forms.

DISPATCH

The documents are enclosed and quality checked, then dispatched via the appropriate postal provider.

REPORTING

Daily, weekly and monthly reports can be generated to keep track of your stock and spend. The reports are tailored to your exact requirements.

Inbound Mail Services

We can manage your response mail by redirecting your Business Reply or Freepost envelopes to our PO Box address. We will open and sort your mail, scan the content and upload the scanned images or PDFs in order to update your CRM software.

Our bespoke in-house OCR and data capture software can extract data from the scans and use this to perform further tasks such as new letter generation, customer record updates and data analysis.

This service takes away the burden of dealing with your daily post and allows you to scale up your activity without increasing your staff levels. Our customers generally see an uplift in the volume of business they receive after outsourcing their inbound mail management to us as staff can focus on their job rather than getting involved in mail opening and processing.

How does the Inbound Mail Process work?

RECEIVE

We receive your business reply or freepost returns to our PO Box address. We will open the mail and prepare for sorting.

SORT

Your documents are processed to predefined rules that we’ll agree with you prior to going live.

This allows us to treat the documents as if you’d handled them yourself as we follow your exact requirements.

SCAN

The pages are scanned using our high-speed scanners and processed through our bespoke software to sort and name the documents.

OCR data extraction is performed at this stage if applicable.

UPLOAD

The final files are uploaded to SFTP or transferred into your CRM software via API. An index file can be created to confirm the files have been uploaded. An email can be set to inform the relevant members of your team that the transfer is complete.

SECURE

The original documents can be returned to you for archiving or can be securely shredded after an agreed period of time.